MinerAlert
The Office of Sponsored Projects Post-Award team assists faculty and staff with administration of their sponsored projects. This includes:
Each active award at UTEP will have an assigned Post-Award RA to manage the award activity functions.
While pre-award functions are different from post-award, all Research Administrators work closely to coordinate: proposals, budgets, and manage awards.
Research Administration Essential Functions |
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Pre-Award |
Post-Award |
Proposal preparation and submission |
Award/Contract review, setup and management |
Budget development |
Process changes and approvals (additional allocations, no cost extension, Changes to key personnel, etc.) |
Interpretation of agency guidelines |
Interpretation of award requirements and restrictions |
Agencies require prior approval for certain changes to occur during the lifecycle of an award. Depending on agency-specific requirements, each agency has different guidance on how to submit prior approval based on the type of award and the change requested.
Some federal agencies allow expanded authority to grantees. This means the agency has waived prior approval for certain actions and has given authority to the grantee. The Prior Approval Matrix [link to redirect to post award prior approval matrix toolkit section] is a guide that outlines criteria and circumstances that waive or require prior approval from a funding agency.
What changes require prior approval?
Examples of changes that may require prior approval, including but not limited to, are:
Who do I contact to request a change to my award that may require prior approval?
For any questions on prior approvals or to request a change that may require prior approval contact your assigned Post-Award RA [link to RA assignments] or to the office general email: OSP@utep.edu
What is the process for prior approval?
Step 1: Contact the Post-Award RA assigned to your project. The Post-Award RA will act as the liaison between the agency and the principal investigator to request any changes that require prior approval.
Step 2: Requirements may vary as each agency has specific guidelines by which they review prior approval requests. The Post-Award RA will:
Step 3: Once agency review of the prior approval request is completed a determination is provided to OSP:
The "Prior Approval Matrix" outlines specific criteria and circumstances under which prior approval from a funding agency or research sponsor is required before certain actions can be taken.
A no-cost extension (NCE) allows for a grantee (recipient of funding) to request an extension of the project period past the current end date without requesting additional funding.
Step 1: Contact the Post-Award RA assigned to your project. Agencies have specific conditions by which they review and approve extensions, and the Post-Award RA will act as the liaison between the agency and the principal investigator to request the NCE.
Step 2: PIs must provide the following information to the Post-Award RA in order to proceed with requesting an NCE:
Step 3: Once agency review is completed, and a determination is provided to OSP:
Senior/Key Personnel are those individuals identified in the grant applications or progress reports. Program Director/Principal Investigators (PD/PIs) are always considered senior/key personnel and are always named in the Notice of Award (NoA). Change in status, including absence, of PD/PI and other senior/key personnel named in the NoA requires prior approval to most agencies. Please email your assigned Post-Award RA for any potential changes in key personnel to get started on the process.
Subcontracting is when UTEP is awarded a grant or contract and then subsequently awards a portion of those funds to an eligible subrecipient. All subcontracts are administrated through our Subcontract Team. They can guide you through the process and deadlines established for Subcontract setup. You can contact the Subcontract Team at subcontracts@utep.edu or visit the subcontract website for more information:
The Office of Grants Management Accounting (GMA) provides financial oversight and management of contracts and grants projects. You can contact the GMA team at cgstaff@utep.edu.
Legal/Full Name |
The University of Texas at El Paso |
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Primary Office Mailing Address |
500 W University |
Financial Mailing Address |
Grant Management Accounting |
Phone |
(915) 747-5680 |
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Institutional Signing Official |
Guadalupe Gomez (Federal and State Contracts or Grants) |
F&A costs, also referred to as indirect or overhead costs, are expenses that are not directly related to a specific sponsored project and are incurred for common or joint objectives.
"Facilities" is defined as depreciation and use allowances, interest on debt associated with certain buildings, equipment and capital improvements, operation and maintenance expenses, and library expenses.
"Administration" is defined as general administration and general expenses, departmental administration, sponsored projects administration, student administration and services, and all other types of expenditures not listed specifically within one of the subcategories of facilities.
The current approved F&A Rate Agreement can be found here.
Effective Period Rate | (%) | Location | Applicable To |
---|---|---|---|
09/01/2022 - 08/31/2025 | 53.50 | On Campus | Organized Research |
09/01/2020 - 08/31/2025 | 52 | On Campus | Instruction |
09/01/2020 - 08/31/2025 | 35 | On Campus | Other Sponsored Activities |
09/01/2020 - 08/31/2025 | 26 | Off-campus | All Programs |
09/01/2025 - Until Amended | Use same rates & conditions as those cited for fiscal year ending Aug 31, 2025 |
OSP is located in Kelly Hall, 6th floor, East Wing
2101 Sun Bowl Drive
500 W University Ave (general address)
El Paso, TX 79968
Main: 915-747-5680
osp@utep.edu
Office of Research Administration